VEHICLE AND TRAVELLING ALLOWANCES

1. CAR ALLOWANCES

1.1 Introduction

Vehicle allowances are allocated to a particular post, not to the postholder and apply to permanent, temporary, part time and job share employees. Allowances are paid at two rates based on the engine cubic capacity of the car used by the postholder as follows:-

- 441 - 999cc
- 1000cc and over (NJC category 1000 - 1199cc)

The top rate paid for cars in the 1200-1450 engine size band was withdrawn in 1997 with existing users paid on this band until they had changed their car or moved into another post.

Chief Officers may, however, authorise, under delegated powers, the use of a car in the 1200-1450 engine size band at the top rate in the following circumstances only

- for disabled employees or employees with medical conditions that necessitate the use of a larger vehicle
- on safety grounds for employees who are required to carry equipment/tools etc as part of their duties that can only safely be carried in a larger vehicle

1.2 Categories

There are three categories of designated car users,

- Essential Users
- Casual Users
- Occasional Users

1.3 Essential Users

Essential users are employees whose duties are of such a nature that it is essential for them to have a car at their disposal whenever required. The criteria for allocation of an Essential User Car Allowance are:-

- business mileage in excess of 3500 miles per annum; or
- regular (at least weekly) transport of passengers or bulky materials/equipment; or
- regular (at least weekly) journeys for which public transport would be impractical.

For a post with an Essential User Car Allowance the provision of a car by the employee and the ability to drive each working day on the Council’s business are contractual obligations on the employee. 1.4 Casual Users A designated Casual User Allowance is attached to those posts where it is desirable that a car should be available when required. This is designed for employees who require a car an infrequent basis.

1.5 Occasional Users All existing employees are set up on SAP as Occasional car users and may claim for mileage undertaken on an occasional casual user basis which is paid at a lower rate called the Barnet Vehicle Allowance Rate (BVAR). The BVAR is reviewed annually by HR in line with changes to the Car Allowance rates set nationally.

1.6 Payments when the car is not in use For essential users only, in line with national terms and conditions, where a car is not in use as a result of either a mechanical defect or the absence of the employee through illness;

The essential user lump sum payments should be paid for the remainder of the month in which the car first became out of use, and for a further three months thereafter. For the following three months, payment will be made at the rate of 50% of the lump sum payment.

During the period when a car is off the road for repairs, reimbursement in respect of travel by other forms of transport will be made.

1.7 Payment Procedure All payments are made through salary and all essential users receive the lump sum element in monthly instalments.

Claims for actual mileage incurred should be submitted monthly as follows:

- **Electronically through SAP**- on the expenses claim e-form, completed up to the 15th of the month, or if there is no access to SAP
- **Manually** - on the Monthly Mileage Claim Form, completed up to the 15th of the month

It is recognised that in practice claims will not always be submitted on a monthly basis, however, claims which exceed a period of 4 months will be refused unless there are exceptional circumstances such as a long sickness absence, a long period of special leave etc and only approved following agreement by a Chief Officer.

1.8 Review The type of allowance allocated to a post and will be reviewed:

- following a change in work location
- following a restructure
- following a change in work patterns • whenever a post is vacated.

In addition, Resources will review all positions that have an essential user allowance on an annual basis and withdraw the allowance for those staff who do not meet the criteria.

1.9 Claims All officers undertaking journeys on Council business are required to use the shortest practicable route and to submit their claims on this basis. Attached at Appendix A are the single and return distance charts for travel between the main Council sites which should to be used for claims.

Where more than one vehicle is in use by an employee any lump sum element or lump sum allowance payable will be based on the cc group of the smallest engine. Mileage claims however will be paid on the cc group of the vehicle actually used. Separate claim forms should be submitted for each vehicle where more than one has been used within a claim period.

1.10 Travel Direct between Home and Alternative Work Place, First or Last Visit Employees who submit claims for vehicle allowances, who are making their first call of the day (outside their normal workplace) direct from home or returning direct to home from their last call of the day, are entitled to claim any excess mileage above their usual home to workplace or workplace to home journey.

2. CYCLE AND MOTOR CYCLE ALLOWANCES

2.1 Employees occupying posts within essential or designated casual user car allowances may:-

I. switch to the use of a bicycle for specific journeys by agreement with their line manager without loss of car allowance, or II. substitute, by agreement from the relevant Chief Officer the permanent use of a bicycle with an annual flat rate allowance of £400 per annum or, for designated casual users, the aggregate of the last 12 months claims\*, whichever is the lower; III. substitute by agreement from the relevant Chief Officer the permanent use of a motorcycle at the locally determined allowance rates.

\*A new employee with no claim record may be required to submit regular claims and will be paid at casual user rate (441 - 999cc) to a maximum of £400 per annum to establish the correct level of payment.

2.2 Employees in post without any form of car allowance may make authorised occasional use of a bicycle and claim an allowance at the bicycle allowance daily rate which will be reviewed annually. 2.3 Cycle and motorcycle allowances will be reviewed annually by the Director of Resources in line with the national Car Allowance rates.

3. MISCELLANEOUS CLAIMS

3.1 Journeys to Central London Where it is necessary for a vehicle user to travel to Central London, public transport should normally be used and the expenses of the journey will be made through salary after submission of a claim using SAP e-forms. Where the use of a vehicle is essential, any congestion charge payments will be refunded on production of proof of payment.

3.2 Training/Seminars & Conferences Additional car mileage incurred by employees travelling to training courses located within the Borough boundary will be reimbursed at the appropriate car allowance rate.

3.3 Staff attending Training Courses located outside the Borough boundary will be reimbursed their additional travelling expenses at the most economic public transport rate. When difficulties would be experienced by travelling on public transport, the line manager may give prior authorisation for reimbursement at the BVAR. When BVAR is to be claimed for attendance at a Conference, the Conference Expenses form is to be used.

3.5 Weekend and Bank Holiday working Where staff are required to attend work at the weekend or on Bank Holiday where attendance does not form part of their contractual hours, the use of a car for travel from home will be reimbursed at the BVAR. Such weekend/Bank Holiday work must be authorised by management. Reimbursement of home to workplace travel do not extend to staff undertaking voluntary overtime at weekends/Bank Holidays.

3.6 Call-Outs Any member of staff who is called out on an emergency, when not normally contracted to do so, will be reimbursed approved mileage from home to work and return at the BVAR.

3.7 Attendance at Evening Meetings Employees who are recalled to attend an evening meeting, where they are not contracted to do so, will be reimbursed approved mileage from home to meeting place and return at the BVAR.

3.8 Mobile Staff Staff normally on mobile duty should calculate first/last visit mileage from their home (if residing in the Borough) or the Borough boundary nearest their home (if residing outside the Borough). 4. **ADMINISTRATION**

4.1 Before any payment can be paid, each designated or authorised car user must complete a Vehicle Allowance - Permanent Information Form and produce a copy of a current Insurance Certificate that includes use for business use by the designated car user. A new Permanent Information Form should also be completed in the following circumstances:-

- change of post
- change of work location
- change of home address
- change of vehicle
- change of allowance category (the relevant authorisation should be completed)
- use of an additional vehicle

4.2 When Insurance details are changed a copy of the new certificate should be shown to the manager.

5. **POLICY REVIEW:**

This policy will be reviewed annually. Appendix A

Vehicle & Travelling Allowances

Single Journey

\*Hendon Town Hall includes Fenella

| Barnet House | 5 | |--------------|---| | Colinhurst | 2 | | | 4 | | Copthall | 2 | | | 2 | | Avenue House | 3 | | | 2 | | Mill Hill | 4 | | | 2 | | NLBP | 6 | | | 6 | | Hendon Town Hall | 2 |

Return Journey

\*Hendon Town Hall includes Fenella

| Barnet House | 10 | |--------------|----| | Colinhurst | 3 | | | 9 | | Copthall | 4 | | | 3 | | Avenue House | 3 | | | 2 | | Mill Hill | 3 | | | 4 | | NLBP | 8 | | | 6 | | Hendon Town Hall | 11 |

E18 – Vehicle and Travelling Allowances – Updated January 2008 What are the Benefits in Working for Barnet – E 18